Record keeping built for alternative provision
Total Track gives your team one place to record celebrations, milestones, termly targets, EHCP outcomes, medical logs and consent - and to share the right moments with parents and carers without anyone having to remember who is allowed to see what.
Every provision gets its own workspace at yourprovision.total-track.uk
Your own workspace
Each provision runs on its own subdomain with its own accounts, branding, modules and settings.
Consent enforced by the system
Photo visibility is worked out on the server for every request, per photo, every time.
Built for the language you use
Young people, parents and carers, staff and admins - not nursery or classroom terminology.
What Total Track is
One record for each young person, kept by the people who work with them
Alternative provision teams already capture a lot: the small wins, the medical notes, the target that finally moved, the photo that a parent would love to see. It usually lives across paper, group chats, shared drives and memory.
Total Track pulls that into one place. Staff record a celebration, milestone, medical log or target update against a young person. The entry can carry photos, tags and outcome progress. Parents and carers see a timeline for the young people they are linked to, and only what they are allowed to see.
It is a hosted web application. There is nothing to install, staff use it in a browser, and each provision gets a separate workspace with its own data.
Young person
A profile that holds education details, celebrations, milestones, targets, outcomes, medical logs, consent tags and photos.
Parent/carer
A read-only timeline for their linked young people, with new updates flagged. Never sees drafts, and never sees a photo they do not have consent for.
Staff
Records and publishes entries, tags young people in photos, manages consent tags, and logs progress against targets and EHCP outcomes.
Admin
Manages accounts, branding, modules, retention, policies, password rules and data exports, with extra approval on high risk actions.
What you can record
Everything a provision actually needs to log
Modules can be switched on or off per provision, so you only run the parts your team uses.
Celebrations and photos
Write up a moment, attach photos, save it as a draft, then publish it when it is ready. Published media is filed by term, young person and the staff member who uploaded it.
Milestones
Mark the bigger steps separately from day to day celebrations so progress over a placement stays visible.
Termly targets and EHCP outcomes
Log each target or outcome as working towards or achieved, and update it from any entry rather than a separate spreadsheet.
Medical logs
Keep medical entries on the young person's record where staff can find them, separate from the celebration timeline.
Consent tags and alerts
Staff managed alert tags such as no first aid consent or a nut allergy show on the young person's profile so nobody has to go looking.
Group logs
Log one activity for several young people at once. Total Track creates a separate record for each of them, with a shared or individual description.
Parent/carer notifications
Timelines and young person cards flag unread updates, so families see what is new without an inbox full of alerts.
Archiving and retention
Young people are archived before deletion, with a retention period you set - including never, when automatic deletion is not appropriate.
Data exports
Export young person data on request, with defaults set by your admins, for subject access requests and transitions between settings.
Consent
Photo consent that the system enforces, not the staff member
Photo sharing is where provisions carry the most risk, and where a single mistake matters most. Total Track handles it per photo rather than per post.
When staff tag additional young people in a photo, visibility is recalculated for that photo. A parent or carer sees it only when the entry belongs to their linked young person and every young person in that photo has the consent level required. Direct media links do not bypass this - they require a signed in session and are checked against the stored rules on every request.
Where a photo includes a young person without social media consent, parents and carers are shown a warning not to share it outside Total Track.
None
Photos are not shared with parents and carers at all.
Learning journal
Photos can be shared inside Total Track with linked parents and carers.
Social media
Photos can be shared inside Total Track and outside the platform where appropriate.
Staff managed
Consent levels and alert tags are set by staff. Parents and carers can read the stored consent details but cannot change them in Total Track.
Security and data protection
Layered controls around young person data
The backend is the source of truth for every permission and visibility decision. Frontend checks are treated only as usability, never as protection.
Access control
Staff, parent/carer and admin permissions are enforced server side on every request. Parents and carers reach only their linked young people, and never see drafts.
Account security
Passwords are salted and hashed. Admin accounts use an email one-time code at login, and admins can extend login codes to all staff or all users.
Approval on high risk actions
Creating or promoting an admin, archiving staff, setting temporary passwords and early deletion all require email confirmation from the requester plus approval from a second admin.
Controlled deletion
Archived young people reach a review before deletion. Admins can confirm, restore or defer, and parents and carers are sent a download of the record before live data is removed.
Isolated hosting
Each provision runs as isolated services with no direct public route to the underlying system, and administrative access kept separate from the application itself.
Backups and retention
Records are backed up off-site on separately secured infrastructure, on a limited retention schedule so data removed from the platform does not persist indefinitely.
A data processing agreement, privacy policy and terms of use are published in full. Detailed security questions are welcome as part of a quote.
Getting started
How a provision comes on board
- 1. Tell us about your provisionEmail over your rough numbers and which modules you need. We come back with a quote and a recommended setup.
- 2. Your workspace is createdYou get your own subdomain, your branding, and a first admin account. Modules, retention, password rules and policies are configured with you.
- 3. Staff and families are addedAdmins create staff accounts and link parents and carers to young people. Account setup runs through email invites.
- 4. You start recordingYour team logs celebrations, milestones, targets and medical entries from day one, and families see their timeline as soon as you publish.
Pricing
Get a quote
Pricing depends on the size of your provision and the modules you need, so quotes are put together individually. Email a few details and you will get a written quote back.
[email protected]- Provision name
- Contact name and role
- Approximate number of young people
- Approximate number of staff accounts
- Preferred start date
- Anything else we should know